Winter Holiday Closure Q & A's

1) Who decides which departments will be open between the Winter and New Year holidays (Wednesday, December 24, 2003, through Thursday, January 1, 2004.)?
The responsible Dean or Vice Chancellor (or Organization Head to whom this responsibility is delegated) will identify those services that are essential and the departments or resources needed to provide them. 

2) Which working days that fall within the holiday closure period are not among the University's paid holidays?
This year, the three working days are December 26, 29, and 30. 

3) In the event that a department closes partially or totally for the three working days, what options are available to employees for dealing with these days?
Employees will be given the option of using accrued vacation, accrued compensatory time off, if applicable, or leave without pay. The option of compensatory time off does not apply to exempt employees, who do not earn compensatory time. 

4) Can the options listed above be applied separately or in combination? 
Yes. These options can be applied independently or in combination. Affected staff should arrange in advance with their respective supervisors to utilize either vacation, compensatory time off, or leave without pay for these three days.

5) What about employees who don't have enough vacation credits accrued? 
For this period only, staff that wish to use vacation, but do not have sufficient time accrued, may utilize vacation leave in advance of accrual. Alternatively, employees with accrued compensatory time may elect to use compensatory time to cover the days off. Leave without pay (LWOP) may also be utilized.

6) Can probationary employees use vacation time prior to becoming regular-status employees?
Yes, for the holiday closure, probationary employees who may not be eligible otherwise, may utilize vacation accruals before having six continuous months on pay status. 

7) Will employees who request LWOP for the holiday closure lose vacation and sick leave accruals for the month of December?
No, for this purpose only, up to three days of unpaid leave shall be considered time on pay status for the purpose of accruing vacation credits and sick leave. In order to ensure that employees receive their full vacation and sick accruals for this period, PTR preparers will have to make manual adjustments. Detailed processing information to PTR preparers will be forthcoming via the Payroll Services Newsletter. 

8) How will UCRP service credit be affected for employees who request LWOP?
UCRP service credit is earned proportionally to the number of hours paid in the month. So, if someone uses LWOP for the holiday closure, then service credit for December will be slightly less than it would be if they received pay for the entire month.

9) For those employees with insufficient vacation credits, can vacation time be used in advance of accrual? If so, will this require manual adjustments?
Yes, as stated in question 5 above, to assist those employees who have limited vacation credits available, for this period only, vacation time may be used in advance of accrual.  For those employees with insufficient vacation time, PTR preparers should process their regular pay as usual. More detailed information to preparers will be forthcoming under separate cover via Payroll Services Newsletter. 

10) Can sick leave be used in lieu of vacation leave during the closure? 
No, sick leave cannot be used in lieu of vacation leave for purposes of the holiday closure. However, existing policies on sick leave usage continue to apply. Therefore, if an employee gets ill during this period, he or she shall be permitted to use sick leave based upon satisfactory verification of illness or injury. Additionally, existing policies for maternity leave and family leave continue to apply.

11) Can employees opt to work during the closure? 
No, unless they are required to provide essential services, as approved by the responsible Dean, Vice Chancellor, or designated Organization Head.

12) Whom do I contact for questions regarding holiday closure?
For questions regarding policies, please contact Hilu Bloch, Director of Policy and Personnel Services, at (hbloch@be.ucla.edu) or Lazetta Smith, Coordinator Personnel Services at (310) 794-0877, or by email (lazetta@chr.ucla.edu). For questions regarding your department's holiday closure plans, please contact your supervisor. EDB/PTR Preparers and Reviewers will receive detailed instructions via Payroll Services Newsletter or later may check their website (at http://www.payroll.ucla.edu/new/nl-frame.htm).